Supervisor's Toolkit

As a leader within our system, you play an integral role in the success of our employees and institution. Our goal is to provide you with quick and easy links to the different tools, forms and other resources that are available to help in your role as a supervisor of our employees.

The Supervisor Toolkit provides forms, checklists, templates and tips for leaders in the Minnesota State system to assist and support you in your everyday work as a manager or supervisor. These resources do not replace contract language or official policy and procedures.

As a supervisor, you have a key role in the maintainance of employee well-being. Listed below are services and information to assist you and your employees.

What you need to know about the FMLA

For eligible employees, every fiscal year the State of Minnesota will provide up to 12 weeks of job-protected leave to "eligible" employees for certain family and medical reasons consistent with the FMLA, relevant State law, and collective bargaining agreements and plans.

In addition, an eligible employee is entitled to 26 workweeks of leave to care for a covered servicemember with a serious injury or illness during a "single 12-month period."

FMLA is a way to designate leave as protected under the law. It is not a separate bank of leave for employees to use. While on FMLA leave, employees still use sick leave, vacation/annual leave, or leave without pay.

Review the current Statewide Policy on FMLA

Eligibility

To be eligible you must have worked for the State of Minnesota for at least one calendar year; and have worked at least 1,250 hours during the prior twelve months. (Only actual hours worked count, leave taken does not apply.)

Reasons for Taking a Qualifying Leave

  • The birth of the employee's child, and to care for such child;
  • For the placement with an employee of a child for adoption or foster care;
  • To care for the employee's spouse, son or daughter, or parent with a serious health condition;
  • Because of a serious health condition that makes the employee unable to perform one or more of the essential functions of an employee's job;
  • Because of any qualifying exigency arising out of the fact that the employee's spouse, son, daughter, or parent is a covered military member on active duty (or has been notified of an impending call or order to active duty) in support of a contingency operation;
  • To care for a covered servicemember with a serious injury or illness if the employee is the spouse, son, daughter, parent or next of kin of the service member.

Information You Need to Provide to Your Employees

  • You must let Human Resources know if you think you or your employee may need to use FMLA leave.
  • If at all possible, thirty days notice should be given along with medical certification, or as soon as possible.
  • The System Office requires a fitness for duty report for an employee to return work.
  • During FMLA leave, an employee's health and dental insurance is paid the same as if he/she had been continuously employed.
  • If the employee comes back from FMLA leave immediately, he/she is entitled to the same or equivalent position, shift, benefits, pay, etc., that he/she held when the FMLA leave began.
  • Under certain circumstances the System Office may grant extended medical leaves of absence for up to one year with reinstatement rights and continuation of medical, dental, and life insurance benefits.
  • If an employee has used all of his/her FMLA leave and needs time to care for a spouse, parent, or child, he/she may request, in writing, a personal leave of absence. Personal leaves may be granted on different terms and conditions than FMLA leaves.

Additional Information

Contact Human Resources if you have any questions regarding FMLA.

Request to Fill Position

The process is started when Human Resources receives the following package of paperwork. *All forms must be complete with applicable signatures obtained prior to routing to Human Resources.

  1. Staffing Request Form NOTE: The "Submit Form" function is not enabled - save form to your hard drive and submit via e-mail to Jessica White.
  2. Current Position Description (signed & dated by supervisor)
  3. Current Division Organizational Chart
  4. Posting: Human Resources posts vacant positions internally on the union bulletin boards.
    The length of the internal posting period varies depending on the requirements in the respective bargaining agreements. They are as follows:

    1. AFSCME (7 Calendar Days)*
    2. MAPE (10 Calendar Days)*
    3. MMA (10 Calendar Days)*
    4. Managerial Plan (No Requirements)*
    5. Commissioner's Plan (No Requirements)*

*All positions will be posted for a minimum of 10 days

Review of Bids

  • AFSCME: Once the internal posting period expires, Human Resources will determine if there are any eligible bidders for the vacant position. If there are eligible bidders, the position will be awarded* to the most senior, eligible bidder. The supervisor of the vacant position will have the opportunity to meet with the successful bidder to discuss the position in more detail prior to the bidder accepting or rejecting the bid award.
    *If there are employment tests required for the position, the bidder will be required to pass all of the required tests prior to being awarded the position.
  • MAPE: All eligible interest bidders who have made a timely interest bid, shall be given consideration and may be appointed to the opening prior to the consideration of other non-interest bidding applicants and prior to filling the vacancy through other means. The appointing authority must have a legitimate business reason to reject all interest bidders. Seniority of the interest bidders shall not be a factor in appointing employees from among the interest bidders.
  • MMA: All permanent or probationary classified supervisors in the same classification and seniority unit who meet the posted qualifications and who express their interest in writing, shall be given consideration for the opening prior to filling the vacancy through other available means. If requested by the supervisor, an interview shall be provided before filling the vacancy.

The procedure in the applicable bargaining agreement for all positions will be followed in regard to the handling of interest bidders.

  • Minnesota Management & Budget (MMB) Posting: If there are no eligible bidders (or the eligible bidder(s) reject the bid award or do not pass the required employment tests) the position will be posted on the Minnesota Management & Budget (MMB) website (www.careers.state.mn.us/) for interested applicants to apply. The minimum posting period on MMB is two (2) days, not including the day the position was opened. All applicants for vacant positions have to be submitted through the MMB website to be considered for the vacancy.

Applicant Screening (Human Resources)

After the position closes on MMB, the steps below will be followed in order until the position is filled:

  1. Human Resources will prescreen the applicants based on the posted minimum qualifications for the position.
  2. Seniority Unit Layoff List: A search of the list for the appropriate classification will be conducted by Staffing.
  3. Claiming: A person who has received a notice of layoff can claim a position in the same or lower classification as they are currently in.
  4. Promotable Applicants (AFSCME): Check for qualified applicants on the list who are promotable.

If this position is not filled by one of the above methods, a list of applicants and their resumes will be forwarded to the Hiring Official via e-mail with instructions onhow to access the resumes. Only applicants who meet the minimum requirements for the position will be forwarded to the Hiring Official.

Resume Review and Interviewing (Hiring Committee)

When the Hiring Official and Committee have reviewed the applicants and selected candidates that they would like to interview, the Hiring Official should forward the following information to Human Resources:

  1. The names of the selected candidates
  2. The interview questions that are to be used in the interview
  3. Interview Location
  4. Possible times for interviews
  5. Length of each interview
  6. Names of individuals involved in conducting the interviews

Identify Finalists (Hiring Official)

Once the interview process is complete, the hiring official will identify the finalist candidate he/she wishes to recommend for the position.

Wage Information

The Hiring Official must discuss wage information with Human Resources prior to extending any verbal offers of employment.

Offer

Once all the above steps and approvals have been completed, Human Resources will set up an appointment for the finalist candidate, supervisor and a member of Human Resources to meet with the Chancellor in a new hire meeting.

At that time, an offer letter may be presented to the finalist candidate. Once the offer letter has been signed, the hiring official will work with Human Resources to confirm a start date. Also, at the new hire meeting, the candidate will be provided the following materials to be completed by their first day of work:

Thank You Letters (Human Resources)

Once the selected candidate has signed and returned the written offer to Human Resources, the remaining applicants in the pool will be notified by Human Resources that the position has been filled.

Request to Fill Position

The process is started when Human Resources receives the following package of paperwork.* All forms must be complete with applicable signatures obtained prior to routing to Human Resources. The Hiring Checklist will provide you with detailed step by step instructions on filling a position.

  1. Staffing Request Form NOTE: The "Submit Form" function is not enabled - save form to your hard drive and submit via e-mail to Jessica White.
  2. Current Position Description (signed & dated by supervisor)
  3. Current Division Organizational Chart
  4. Posting: Human Resources posts vacant positions internally on the union bulletin boards.
  5. Positions (excluding Temporary Unclassified) will be posted in NeoGov and Employment Ops.
  6. Temporary Unclassified will be posted in Recruiting Solutions.

*All positions will be posted for a minimum of 10 days

Applicant Screening (Human Resources)

After the position closes on MMB, the steps below will be followed in order until the position is filled:

  1. Human Resources will prescreen the applicants based on the posted minimum qualifications for the position.
  2. Seniority Unit Layoff List: A search of the list for the appropriate classification will be conducted by Staffing.
  3. Claiming: A person who has received a notice of layoff can claim a position in the same or lower classification as they are currently in.
  4. Promotable Applicants (AFSCME): Check for qualified applicants on the list who are promotable.

Resume Review and Interviewing (Hiring Committee)

When the Hiring Official and Committee have reviewed the applicants and selected candidates that they would like to interview, the Hiring Official should forward the following information to Human Resources:

  1. The names of the selected candidates
  2. The interview questions that are to be used in the interview
  3. Interview Location
  4. Possible times for interviews
  5. Length of each interview
  6. Names of individuals involved in conducting the interviews

Identify Finalists (Hiring Official)

Once the interview process is complete, the hiring official will identify the finalist candidate he/she wishes to recommend for the position.

Wage Information

The Hiring Official must discuss wage information with Human Resources prior to extending any verbal offers of employment.

Offer

Once all the above steps and approvals have been completed, Human Resources will set up an appointment for the finalist candidate, supervisor and a member of Human Resources to meet with the Chancellor in a new hire meeting.

At that time, an offer letter may be presented to the finalist candidate. Once the offer letter has been signed, the hiring official will work with Human Resources to confirm a start date. Also, at the new hire meeting, the candidate will be provided the following materials to be completed by their first day of work:

Thank You Letters (Human Resources)

Once the selected candidate has accepted the offer in Recruiting Solutions, the remaining applicants in the pool will be notified by Human Resources that the position has been filled.

Please contact Jessica White in Human Resources to schedule an orientation for your new employee.

jessica.white@so.mnscu.edu
(651) 201-1845

Managing positions is one of the most critical functions of a supervisory role. It sets the base level for understanding in regards to employee expectations in a particular position and sets the parameters for appropriate compensation.

Job Audits

When a job audit has been requested, please review and complete the following materials:

Reclassifications

There are two types of Reclassifications: "Reallocation" and "Change in Allocation". They are defined below.

Reallocation - Duties have changed substantially in a gradual manner over time.

Under a "Reallocation", when a position's classification changes, the incumbent automatically "goes with" the position to the new classification.

Change in Allocation - Duties have changed substantially in an abrupt manner. For example, reorganization.

Under a "Change in Allocation", when the position's classification changes, the position constitutes a vacancy and the incumbent will have to compete for it.

Position Reviews Occur When…

  • a new position is created
  • the duties of an existing position change substantially

According to the American with Disabilities Act (ADA), an employer must provide a reasonable accommodation for the known limitations of a qualified applicant or employee with a disability, unless the employer can show that the accommodation would impose an undue hardship on the business, or no accommodation exists that would eliminate a direct threat that the limitation poses to the health or safety of the person or others. To see the Board Policy regarding Reasonable Accommodations, please Click Here…

What is Required Under the ADA?

  • Making existing facilities readily accessible to and usable by persons with disabilities
  • Job restructuring, modifying work schedules, or reassignment to a vacant position
  • Acquiring or modifying equipment or devices, adjusting or modifying examinations, training materials, or policies, and providing qualified readers/ interpreters

Definitions

  • A "Qualified Individual" is a person who satisfies the requisite skills, experience, education, and other job-related requirements of the position and who can perform the essential functions of the position, with or without reasonable accommodation.
  • A person is "substantially" limited in performing a major life activity if they are unable to perform the activity; or they are significantly restricted in the condition, manner or duration that they can perform one or more major life activity as compared to the average person in the population.
  • "Disability" is established under the ADA:
    • Case by case
    • There is no "list" of disabilities
    • A determination of a disability cannot be made based upon the diagnosis of the condition or the type of impairment
    • The determination that a disability exists is based upon the affect it has on the life of the individual
    • It is not based other definitions of disability such as the VA or Social Security definitions

What You Can NOT Ask Applicants

Employers may not ask job applicants about the existence, nature, or severity of a disability, directly or indirectly.

What you CAN Ask Applicants

  • Employers may ask about applicant's ability to perform specific job functions and how they would complete a task. Example: you may state the physical requirements of a job (lift a certain amount of weight, or climb ladders), and ask if applicant can satisfy these requirements.
  • Employers may ask about an applicant's non-medical qualifications and skills, such as the applicant's education, work history, and required certifications/licenses.
  • Employers may ask applicants to describe or demonstrate how they would perform job tasks.
  • A job offer may be conditioned on the results of a medical examination, if the examination is required for all entering employees in similar jobs.
  • Medical examinations are job related and consistent with the employer's business needs.

Declining to Provide Accommodations

The Human Resource Office may decline to provide an accommodation if such accommodation is an "undue hardship" or "direct threat".

If an employee feels that an accommodation has been declined inappropriately, they have the right to file a complaint with the System Office Human Resources.

Additional Resources

The Worker's Compensation Program at the System Office is a no-fault insurance program that pays benefits for employees who sustain work-related injuries or illnesses. Meaning: the condition must be caused, aggravated or accelerated by work activities or the work environment.

Employee Responsibilities

  • Promptly report injuries to supervisor and/or Human Resources
  • Provide all necessary and applicable information
  • Work with supervisor and Human Resources on absences and Return To Work
  • Complete timely and accurate timesheets

Incident Reporting Procedure

All employees who sustain an injury while performing the duties of their position should:

  • Immediately report any workplace incident or injury to your supervisor.
  • The employee is to complete the Information and Privacy Statement prior to collection of data needed to fill out and file an IDF.
  • Employee must also complete the Employee statement regarding injury/illness.
  • The supervisor must complete an Injury/Illness/Incident Data (IDF) Form (formerly FRI - First Report of Injury form) and fax to Human Resources at (651) 297-3145.
  • If you have any questions regarding Worker?s Compensation, please contact Human Resources at (651) 296-8012.
  • For questions about general safety in your physical workspace contact Lou Urban at (651) 296-0443.

Additional Information

Additional Information regarding the Worker's Compensation Program can be found at the following link: http://www.risk-workerscomp.admin.state.mn.us/eidwcagency.htm

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